State of Collaboration Prepare for Approval 1 1 Agenda 2 - - PDF document
10/17/2019 State of Collaboration Prepare for Approval 1 1 Agenda 2 Procurement Record Categories Category #1 Category #2 Category #3 Category #4 Transaction Identifying Procurement Record Vendor Responsibility Contract Documents
1 1
2
3
Category #1 Category #2 Category #3 Category #4
Transaction Identifying Documents Contract Procurement Record Documents Vendor Responsibility Documents
Checklist
4
5
6
Tell us your Procurement Story
7
Category #1 Category #2 Category #3 Category #4
Transaction Identifying Documents Contract Procurement Record Documents Vendor Responsibility Documents
Checklist
8
– Renewal Language
– Escalation Language
9
In accordance with State Finance Law§110, what form does OSC require to authorize an individual to sign a contract?
a b c d
0% 0% 0% 0%
10
Proper Submission Includes: GFO Section
Contract Number & Department ID GFO XI.2.B.2 Agency Certification Language:
“In addition to the acceptance of this Agreement, I certify that original copies of this signature page will be attached to all other exact copies of this Agreement.”
GFO XI.2.E Original Contractor Signature / Acknowledgement by Notary GFO XI.2.M Original Agency Signature GFO XI.2.K Field for Attorney General Approval & OSC Approval GFO XI.2.E
11
0% 0% 0% 0%
How many items are missing?
12
How many items are missing?
In addition to the acceptance of this contract, I also certify that original copies
Printed Name and Title of the State Agency’s Authorized Signatory
3.
Acknowledgement of Contractor’s Signature
4.
CONTRACT NUMBER: C0000000
5.
13
Category #1 Category #2 Category #3 Category #4
Transaction Identifying Documents Contract Procurement Record Documents Vendor Responsibility Documents
Checklist
14
Invitations For Bids
15
– $50,000 for State Agencies
*Economic Development Law, Article 4‐C
16
What is the minimum amount of time a procurement opportunity must be advertised for in the Contract Reporter?
a b c d
0% 0% 0% 0%
17
18
19
– RFP or IFB, if it is not included as a contract attachment – Addendums, Attachments and Exhibits – Evaluation Instrument
Site Visit Sign in Sheets
20
21
Mandatory Requirements Pass Fail Three years of experience Can provide service Statewide Provided three references
22
23
RFP Example: IFB Example:
Technical Score Cost Score Interview Score Total Score Ranking Vendor A 56 30 10 96 1 Vendor B 62 21 8 91 2 Vendor C 45 18 4 67 4 Vendor D 54 26 8 88 3 Unit Cost Ranking Vendor A $255 2 Vendor B $200 1 Vendor C $375 3 Vendor D $400 4
24
By determining a proposal to be low bid (IFB) or having the best value (RFP), an agency appropriately documented that a bidder met all mandatory requirements and was deemed responsive.
a b
0% 0%
An agency must verify the mandatory requirements were met by the apparent winner to be deemed responsive.
25
Required Justifications*
*Economic Development Law §146:
“……the right of the Comptroller to demand evidence of adequate competition or such
26
*Economic Development Law §146
27
Technical Proposal(s):
– Awarded Vendor – Non‐Responsive Vendors
– Awarded Vendor – Non‐Responsive Vendors
*An administrative proposal/bid is not required.
28
According to State Finance Law§163.9, what is the minimum time period unsuccessful offerers are allowed to request a debriefing after an agency has issued notice of non‐award?
a b c d
0% 0% 0% 0%
29
– Responsive – Non‐Responsive
– Reminder: 15 Calendar Days*
*State Finance Law§163.9(c): “ The state agency, upon a request made within fifteen days of release of the written or electronic notice from the unsuccessful offerer for a debriefing, shall schedule the debriefing to occur within a reasonable time of such request."
30
*Subject to Procurement/Purchasing Guidelines
31
Category #1 Category #2 Category #3 Category #4
Transaction Identifying Documents Contract Procurement Record Documents Vendor Responsibility Documents
Checklist
Responsibility
Disability Benefit Certifications
32
– Prime Contractor – Sub Contractor(s)
– Required for transactions $100,000 and over
33
– DB‐120.1 – DB‐120.2 – DB‐155 – CE‐200
Acceptable Documents
– C‐105.2 – U‐26.3 – SI‐12 – GSI‐105.2 – CE‐200
*State Finance Law§142: “……a contract shall be void and of no force and effect unless the contractor provides and maintains coverage during the life of the contract for the benefit of such employees as are required to be covered by the provisions of the WCL.”
34
What are important things to verify before submitting the Workers’ Compensation and Disability Benefits Certificates?
35
36
Category #1 Category #2 Category #3 Category #4
Transaction Identifying Documents Contract Procurement Record Documents Vendor Responsibility Documents
Checklist
Responsibility
Disability Benefit Certifications
37
https://www.ogs.state.ny.us/procurecounc/pdfdoc/Procureguideline.pdf
https://ogs.ny.gov/system/files/documents/2018/08/psnys‐procurement‐guidelines.pdf
https://osc.state.ny.us/agencies/guide/MyWebHelp/Default.htm
GFO XI.14.A ‐ https://www.nyscr.ny.gov/
https://its.ny.gov/sites/default/files/documents/nys‐p08‐001.pdf
https://www.osc.state.ny.us/agencies/guide/MyWebHelp/#XI/18/C.htm%3FTocPath%3DXI.%2520Procurement %2520and%2520Contract%2520Management%7C18.%2520Miscellaneous%2520Legislative%2520Requiremen ts%7C_____3
38
https://www.tax.ny.gov/pdf/current_forms/st/st220ca_fill_in.pdf?_ga=2.236005889.1807454989.1566392597‐ 1700032307.1558708451
https://www.osc.state.ny.us/vendrep/index.htm
https://www.osc.state.ny.us/agencies/guide/MyWebHelp/#XI/18/G.htm%3FTocPath%3DXI.%2520Procurement %2520and%2520Contract%2520Management%7C18.%2520Miscellaneous%2520Legislative%2520Requiremen ts%7C_____7
https://wwe2.osc.state.ny.us/transparency/contracts/contractsearch.cfm
39
40
41